EXECUTIVE ASSISTANT (STARTUP OPERATIONS)

We're looking for an Executive Assistant (Startup Operations) to support the founder and team at a fast-moving AI marketing technology company. You will own calendar management, travel coordination, general operations, revenue tracking support, and RFP documentation across a lean, high-output team where no two days look exactly the same. This is a broad, hands-on role. You will be booking flights and hotels one hour and chasing down a client invoice the next. If you are highly organized, proactive, comfortable operating across a wide range of administrative and operational tasks, and take pride in keeping a fast-moving founder and team running without friction, this role is a strong fit. Why You'll Want to Join • You will be paid in USD (bi-monthly: every 15th and 30th) • Paid Time Off in accordance with company policy • Observance of Holidays per company guidelines • 100% remote setup so you can work wherever you're most productive • This role requires availability during US business hours • Work directly with the founder of a high-growth AI technology company • High-ownership, high-variety role with real operational responsibility from day one What You'll Work On Travel Coordination • Book and manage flights, hotels, and ground transportation for the founder and team across multiple time zones • Build detailed travel itineraries that account for time zones, meeting schedules, and logistics • Handle last-minute changes, cancellations, and rebooking efficiently and without disrupting the team's schedule Calendar and Meeting Management • Own the founder's calendar end to end including scheduling, conflict resolution, and meeting preparation • Coordinate internal team meetings, external partner calls, and client engagements • Ensure the calendar reflects the right priorities and that the founder is prepared for every commitment General Operations Support • Manage recurring operational tasks including office rent, internet and utilities, insurance claims, and vendor relationships • Coordinate with external service providers and ensure operational needs are handled proactively • Support the team with ad hoc administrative and operational requests as they arise Revenue Tracking and Billing Support • Oversee revenue tracking and ensure client invoices are accurate, complete, and sent on time • Follow up on outstanding invoices and flag billing discrepancies or delays to the appropriate team member • Maintain organized records of billing activity and payment status RFP and RFI Document Support • Research, compile, and fill out required information fields for RFP and RFI submissions • Coordinate internally to gather the right information and ensure submissions are accurate and on time • Maintain a library of reusable content and standard responses to streamline future submissions What You Bring • Proven experience as an Executive Assistant, Operations Assistant, or similar role supporting a founder, CEO, or senior executive • Strong organizational skills with the ability to manage multiple priorities across calendar, travel, operations, and finance simultaneously • Excellent written and verbal English communication skills with a professional and responsive tone • Comfortable managing vendor relationships, operational logistics, and administrative tasks independently • Detail-oriented with strong follow-through on billing, scheduling, and document accuracy • Self-directed and proactive with the ability to anticipate needs and act without being asked • Comfortable working in a fast-paced startup environment where scope evolves and priorities shift quickly Nice to Have • Experience supporting a founder or executive at an early-stage or high-growth technology company • Background in revenue operations, billing coordination, or client invoicing • Experience managing RFP or RFI submissions in a B2B technology or services environment • Familiarity with tools such as Notion, Google Workspace, Slack, or similar productivity platforms • Prior experience coordinating international travel across multiple time zones How to Apply Please include: • Your updated resume • A short Loom video (1 to 2 minutes) introducing yourself, describing your experience supporting a founder or senior executive, and walking through how you manage competing priorities across calendar, travel, and operations simultaneously Only candidates who submit a Loom video will be moved to the next step of the hiring process. If you are organized, proactive, and want to be the operational backbone for a founder building something real in AI marketing technology, this role gives you the variety and the direct impact to do your best work.